Category Archives: Trustee Meeting Minutes

Library Trustee Meeting November 6, 2017

Attendees: Robert Paine, Nancy Claris, Carole Brown, Celeste Decker, Virginia Drew. Mary Frambach, the budget committee liaison for the Library, was also present for start of the meeting.

The meeting opened with a review of 2018 proposed budget with Mary Frambach in preparation for Library’s presentation to the budget committee. Line items were reviewed, and discussion ensued regarding the operating costs of library, including ensuring enough funds are in the proposed budget to continue operating at current level and meet needs of patrons. There was discussion as to whether Library may consider opening on Fridays in the future. It was noted that this has not been discussed and is not currently under review, but if Friday hours are considered in the future there would be significant budget implications.

Secretary’s Report: The October 2017 minutes were distributed and reviewed. Bob made a motion to accept the minutes with edit to the spelling of Tim Patterson’s name and Carole seconded. All in favor.

Treasurer’s Report: The Treasurer’s report for October was reviewed and Bob made a motion to file for audit. Celeste seconded the motion and all were in favor. It was noted that maintenance line will be over for 2017 after the bills are paid for the water project, lighting in parking lot and parking lot line painting. Due to the number of projects in 2017, including the projects listed above as well as the parking lot expansion and AED, the Trustees are not expecting a surplus in the 2017 budget. There was discussion regarding the cost of paving the parking lot and it was again noted that the Town is responsible for the cost of maintenance to the outside of the building, but in this case the Trustees made the decision to assist with improvements that would benefit the community. The Trustees will plan to discuss future planning and funding capital projects with the Board of Selectmen. It was also noted that the Friends of the Library group is very active and supportive and helps the Library with projects as needed.

Director’s Report: Nancy made a request for herself and the Children’s Librarian to carryover vacation time into next year. She will know exact amounts next month and will provide information to the Trustees. The Trustees approved the carryover. Nancy reported that the Library has a new employee serving as Library Clerk. The position is being funded through Community Action Program (CAP).

Old Business: Budget for 2018 was reviewed (see above).

Bob reported that the Civil War event has been postponed until spring 2018 with date to be determined.

Planning continued for the upcoming volunteer appreciation dinner scheduled for Saturday 11/18 at 6:00pm. Bob reported that invitations were mailed, Nancy reported that volunteers are replying and Virginia reported that gifts were ordered. Trustees discussed details of event. Trustees are to arrive at Nancy’s at 5:00 in order to help with set up.

New Business: It was noted that the Library staff does not get paid for snow days and currently must use vacation pay. The Trustees will plan to review this policy at next month’s meeting.

Virginia reported that a new flag is now hanging outside the Library as the old one was in disrepair.

Other Business: Nancy reported that the Library is now on Town water. A water sample will be tested through the state. Bob noted that he has not yet been contacted to schedule the presentation to the budget committee.

Next regular meeting scheduled for: Tuesday, December 5, 2017 @ 6:30 pm.

Submitted: Celeste Decker

 

 

 

Library Trustee Meeting October 2, 2017

Attendees: Robert Paine, Nancy Claris, Carole Brown, Celeste Decker, Virginia Drew

Secretary’s Report: The September 2017 minutes were distributed and reviewed. Bob made a motion to accept the minutes and Carole seconded. All in favor.

Treasurer’s Report: The Treasurer’s report for September was reviewed and Bob made a motion to file for audit. Celeste seconded the motion and all were in favor. Trustees will discuss Treasurer’s report in more detail with Dodie in preparation for budget presentation to Board of Selectmen (see below).

Director’s Report: Nancy reported that a memorial gift of $375 was given to the Library in memory of Christina van Horne. Discussion ensued regarding how to spend the gift. Trustees discussed the possibility of a painting to hang in the small meeting room. Nancy will talk to Lee English about a painting or for suggestions regarding local artists. Trustees also discussed hanging old photographs in Library.

Nancy reminded Trustees that EPL is hosting an event for NHLTA on 10/25 at 7pm. The topic will be on hiring new library directors. Nancy encouraged Trustees to attend if possible.

Old Business: Bob made a motion to approve the $900 extra for water project. Carole seconded. Trustees discussed projects that are currently underway, noting that the water project is taking longer than expected due to hitting ledge and rubble material. Bob also noted the well line runs under the Library building and needs to go through the foundation and will take time. Bob noted that there has not been discussion about any further additional costs and Trustees are hopeful that there will be no additional costs. Trustees reviewed financial arrangements for improvement projects and it was noted that the outside of the building is typically a Town expense. In this case, the Trustees made the decision to assist with improvements that would benefit the community.  The walkway has not been paved yet, but Bob is expecting that the road agent will have it taken care of shortly.

Trustees discussed the budget with Dodie in preparation for presentation to BOS. Bob reviewed proposed changes with Dodie, who agreed that water line should be at least $70/quarter. Dodie will update the spreadsheet and email to Nancy prior to meeting with Selectmen. Trustees also discussed the need for a chair rail in the small meeting room and the children’s craft room. Said expenses will come out of the maintenance line.

New Business: Bob invited Mary Frambach, the budget committee liaison for the Library, to attend the next Trustees meeting. Also, Trustees would like to schedule Tim Patterson for 11/3 to do another Civil War presentation. Possible topics were discussed, including: Life of the Civil War Soldier and Impact of the War on Civilians. Bob will discuss date and topic with Tim and ask for a blurb to put in newsletter.

Trustees discussed the upcoming volunteer appreciation dinner to be held at Nancy’s. The menu will be casseroles the year and Trustees will sign up for what they will be bringing at next meeting. Bob will help Nancy with invitations, to be mailed the last week of October.

Virginia reported on mugs for volunteer appreciation and new patron gifts and noted mugs were more expensive than expected. Trustees agreed to do mugs for volunteer gift but may reconsider new patron gift. Virginia agreed to pursue less expensive price options and a photo for the mug was agreed upon.

There was discussion regarding maintenance of the old library furnace. Nancy agreed to contact the Town office to inquire who they use and will make arrangements to schedule the necessary maintenance.

Other Business:

Library Trustees are scheduled to present their budget to Board of Selectmen on 10/9 at 6pm.

Next regular meeting scheduled for: Monday November 6, 2017 @ 6:30 pm.

Submitted: Celeste Decker

 

 

 

Trustee Meeting Minutes-December 5, 2016

Library Trustee Meeting  December 5, 2016

Attendees: Robert Paine, Nancy Claris, Carole Brown, Virginia Drew

Secretary’s Report:  The minutes from the Oct. & Nov. meetings were distributed.  Trustees reviewed the minutes.  Bob made a motion to approve the minutes with the amendment and Carole seconded the motion.  All in Favor.

Treasurer’s Report:  Nancy distributed the treasurer’s 2016 report.  Trustees reviewed the current expenses and noted that the cleaning line appeared to be lower than we anticipated.  There was a lot of discussion regarding our expenditures.  It was noted that there are a large number of bills that have not been submitted for payment yet.  It is anticipated that the library’s budget will be completely spent down by the close of the year.  There are a few expenditures that we have been exploring, such as technology and safety items.  Nancy had noted that she had been waiting for our technology person to return to give us an update on what we need to keep our systems up to date.   She also had not heard back from the Safety Committee person regarding a purchase of an AED for the library.  This was an item that all had felt would be important to have in the building given the number of people who use the building.  The trustees are concerned that our costs may be higher on certain lines than budgeted and reviewed the entire budget line by line looking at expenses.

Bob motioned to file the report for audit and Virginia seconded.  All in Favor.

Old Business:  Trustees discussed the parking lot status and noted that the work is being done in stages.  Evidently the contractor is fitting the work in around other larger jobs.

The trustees discussed the upcoming Budget presentation and felt that there would not be any issues.

New Business:   Trustees discussed our efforts to keep the old library open.  For the month of December trustees will open the old building by appointment only.  We review this again at our next meeting.

Virginia is awaiting information to create the annual report which is due to be submitted to the town offices early Jan.

Next regular meeting scheduled for:  January 9, 2017 @ 6:30 pm. 

Submitted:    Virginia J. Drew

Trustee Meeting Minutes-August 1, 2016

Library Trustee Meeting August 1, 2016

Attendees: Robert Paine, Carole Brown, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report:  Virginia provided minutes from the June and July regular meetings as well as minutes for the July 25 parking lot meeting.  Trustees reviewed the minutes and made a change to the June 6 minutes (changed the word “NEED” to Would Like).  Bob made a motion to approve the minutes with the amendment and Carole seconded the motion.  All in Favor.

During the review of the minutes, Nancy stated that she had no note on the task of contacting a mover for the old building and was not sure it would be appropriate for her to do so.  In discussion, it was determined that it would be better if a trustee contact a moving company to see about moving the old library building and Carole offered to do this.

Treasurer’s Report:  Nancy distributed the treasurer’s report and copies of the 2016 appropriations budget to the trustees.  Trustees reviewed the information.  Bob motioned to file the report for audit and Virginia seconded.  All in Favor.

Old Business:  There was discussion regarding the importance of having the old library in a location that would allow people to access the wonderful historical information available in the building.  New keys were distributed to the trustees for the new locks on the old library.

Nancy showed a copy of the Bedford Library’s brochure for their library and there was further discussion on creating an Epsom Library complex.

New Business:  Trustees began working on creating their 2017 budget and continued the discussion regarding the areas that have been targeted to increase.  Also there was discussion to decrease the fuel and electricity lines.  There was a long discussion regarding employee salaries and a consensus to increase the salaries by 50cents an hour.

Trustees agreed that it would be good to invite Selectman Hugh Curley to our next meeting to discuss the budget.  We will also ask the Selectmen to address the overgrowth of brush in the back of the library.  Bob will contact Hugh as he is the BOS member to the budget committee.

Next regular meeting scheduled for:  September 12, 2016 @ 6:30pm. 

Submitted:    Virginia J. Drew

Trustee Meeting Minutes-July 25, 2016

Library Trustee Special Meeting July 25, 2016

Attendees: Robert Paine, Carole Brown, Celeste Decker, Virginia Drew – Library Trustees, Nancy Claris-Librarian, Hugh Curley & Don Harty – Selectmen, Gordon Ellis- Road Agent, George Brown, Keith Cota

Selectmen met with the library trustees to discuss plans to increase the size of the library parking area. Keith Cota provided plans from previous projects and Gordon Ellis noted that it would be a relatively easy project. It was also noted that it is a difficult time to find a contractor who would be willing to take on a small project at this time of year and we may need to wait until the winter or next spring to actually put the plans in place.

It was noted that we could just push the ground cover to the side into a pile and then add the appropriate materials for parking. Later the pile could be moved or reused for another project.

Bob will continue working with the road agent and selectman to move forward with the plans.

The consensus of the meeting was approval to create additional parking .

Next regular meeting scheduled for: August 1, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes-July 11, 2016

Library Trustee Meeting July 11, 2016

Attendees: Robert Paine, Carole Brown, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report: The report was not available at the time of the meeting.

Treasurer’s Report: Nancy distributed the treasurer’s report recently updated by the library treasurer. There was discussion and explanation regarding the funds ($5,613) returned to the town. There was an additional amount of encumbered funds that was spent for the video presentation system.   Bob motioned to file the report for audit and Virginia seconded. All in Favor.

Old Business: Nancy noted that the Trustees had agreed to schedule coverage of the open hours at the Old Library (Historical Association bldg.)   The goal is to keep the building on open to the public for 2 hours each Wed. evening. Trustees mentioned that it is very difficult to unlock the door as the lock easily jammed. Nancy will speak to Jim Pero to put a new lock on the door and to provide additional keys for Historical Committee officers and library Trustees. All agreed how important it is to continue to the open hours in this wonderful historic spot in our town.

Bob stated that he has arranged a meeting with Selectman Don Harty and Keith Cota regarding the parking lot plans. He will also be inviting Gordon Ellis to the meeting. There was some discussion over rumor of the old town hall being converted into town offices and if that happens how it would impact the library’s parking. Virginia brought up the need to move the old library to the new library location to continue the ability to make it easy for people to access the old library. There was positive discussion towards this idea and Nancy will be seeking a quote on the cost of moving the building.

Discussion on the upcoming budget process was continued from earlier in the meeting and trustess reviewed the current expenses. They discussed areas that need to be updated and Nancy noted that the reference books are not being used as much anymore. Bob talked about some areas that needed to be considered for increases, such as books. Discussion to raise book expenses by 10% to cover the increasing cost of printed materials. Building maintenance is a growing concern and the building will continue to need additional repairs and upkeep. The cost of cleaning the busy building should be increased by $312 which is about $6 per week. There was a long discussion regarding salaries and what increases would be favorable. It was noted that all library staff are paid much lower than the average and Virginia noted that we could never find new employees willing to work for such low salaries. She noted that it was due to the fact that the employees are dedicated Epsom citizens but if we had to replace them with new hires it would be at a much higher rate. This is not fair to our current staff who are very qualified, but remaining at sub level salaries.   The entire budget was examined and it will be reviewed again at the next meeting. Bob asked that the treasurer add a blank column for our next meeting to enable us to factor in new amounts on the line items.

July 25th @ 5:30pm the Trustees will meet with selectmen, Keith Cota and Gordon Ellis in regards to the parking lot plans.

Next regular meeting scheduled for: August 1, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes-June 6, 2016

Library Trustee Meeting June 6, 2016

Attendees: Robert Paine, Carole Brown, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report: Virginia presented the May2016 minutes. Bob motioned to accept the amended minutes and Carole seconded. All in favor.

Treasurer’s Report: Nancy distributed the treasurer’s report recently updated by the library treasurer. She noted that we had not been billed for any fuel for the old library as of this date. Bob motioned to file the report for audit and Virginia seconded. All in Favor.

Old Business: Trustees discussed the need to make sure that the volunteers at the old library not be alone, but to try to make sure that there is always at least 2 on duty during the Wednesday evening openings. Also it was noted that we need to have background checks on the volunteers at the library. The parking lot expansion was brought up and Bob noted that he is trying to arrange a meeting with the selectman and road agent.

New Business: Virginia noted that she really enjoyed the Library Trustee conference and had gotten a lot of great information. She asked if the library has an AED on site and if we have an emergency procedures manual. Nancy mentioned a possible place to start to get an AED would be through our Fire Dept. Virginia shared presentation paperwork from the Library Trustee’s conference in May. She attended the “Safety in the Library” presentation and brought forward some concerns for having an emergency procedure manual and to create safety plans for the staff and patrons.

Bob would like to see a building inspection of our building regarding the overall maintenance needed for our building. He recognizes that now that the library is 10 years old, there are issues that should be watched and proactive maintenance measures will be helpful.

The parking issue is still ongoing and hopefully a plan will be made after another meeting with Keith Cota, the road agent Gordon Ellis, and a selectman.

Next meeting will be focused mainly on the creation of the library’s budget.

Next meeting scheduled for: July 11, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes – May 2, 2016

Library Trustee Meeting May 2, 2016

Attendees: Robert Paine, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report:  Virginia presented the April 2016 minutes. Bob motioned to accept the amended minutes and Celeste seconded.  All in favor.

Treasurer’s Report:  Nancy distributed the treasurer’s report and it was noted that there is $5,000 going to be used to pay for the projector and video equipment recently received.  This money does not appear in the current report.    Denison’s has given Nancy an estimate of $3,220 for the creation of 2 tables for the entryway.  A patron of the library will also be donating some funds to go toward the expense and the Friends of the Library may also contribute to the cost.  The trustees discussed which line to deduct the remaining cost of the tables and movie equipment.  They wanted to ensure that the appropriate lines were used.  Bob motioned to file the report for audit and Virginia seconded.  All in Favor.

Old Business:   Selectman Hugh Curly had been asked to attend the meeting but was not available.  He had talked to Nancy and indicated if we were just putting down hard pack for the parking lot that there should not be any issue.  There was discussion regarding moving forward with the parking lot expansion as all agreed that it was necessary.

New Business:  Nancy provided a copy of the Library’s Newsletter to highlight how many activities are scheduled for the upcoming weeks.  It is wonderful to see the variety of programs offered at our library.  There was discussion noting that the new video equipment has made a great improvement for the movie matinees and evening showings.

It was also noted that the trustees need to go through our manuals and update it as well as review our policies and job descriptions.

Next meeting scheduled for:  TUESDAY June 7, 2016 @ 6:30pm.  * Special Date requested due to a few conflicts of committee Chairman.

Submitted:    Virginia J. Drew

Trustee Meeting Minutes – April 11, 2016

Library Trustee Meeting April 11, 2016

Attendees: Robert Paine, Nancy Claris, Celeste Decker, Virginia Drew

Secretary’s Report: Virginia presented the March 2016 minutes, and there were a few grammatical errors which were corrected. Bob motioned to accept the amended minutes and Celeste seconded. All in favor.

Treasurer’s Report: Nancy distributed the treasurer’s report and it was noted that this report shows fuel and water for the old library separate. This has been brought up several times. These lines should be combined and titled simply: FUEL and WATER. Nancy will speak to the Treasurer about correcting this.   It was also noted that $5613 was returned to the town and there was discussion on how this is documented in our budget. It may cause confusion showing it and will have to be explained during the budgetary process. Bob motioned to file the report for audit and Virginia seconded. All in Favor.

Old Business: Nancy reported that the projector, screen and blue ray DVD player purchase are all moving forward.   Gerry Rousseau will be handling the electrical work for the new technology.   Bob stated that he is waiting to hear back from Selectmen regarding the parking lot. Nancy reported that she is working on obtaining quotes for the new cases and table in the front entryway. It will be wood (cherry) and set up to store food pantry items in the case.

New Business: Tom Rand, Epsom Historical Association, met with the Trustees to discuss the need for assistance with keeping the old library/Historical Association open. The Trustees and Nancy all offered to help cover the Wednesday hours.   It was decided to meet on Wed. May 11 @ 6-8pm @ the Historical Association building. The members of the Historical Association will give us orientation on operations there and then each of us will sign up to work a few shifts through the summer.

Trustees that are available will be signing up to attend the May 23rd NH Library Trustees Association Conference and Annual Meeting.   This has proven to be helpful for all members.

Next meeting scheduled for: May 2, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew

Trustee Meeting Minutes – March 7, 2016

Library Trustee Meeting March 7, 2016

Attendees: Robert Paine, Nancy Claris, Carole Brown, Celeste Decker, Virginia Drew

Secretary’s Report:  After reviewing the February 2016 minutes, Bob motioned to accept the minutes and Carole seconded.  All in favor.

Treasurer’s Report:  Nancy distributed the treasurer’s report and noted that the new figures in the budget reflect the proposed amounts for 2016 budget, but are subject to voter approval.  If the budget fails, then the default numbers will be inserted into the budget.  Virginia noted that this report shows fuel and water for the old library separate.  These lines should be combined and titled simply:  FUEL and WATER.   Bob motioned to file the report for audit and Virginia seconded.  All in Favor.

Director’s Report:  Nancy noted that a community member approached her about donating something to the library in memory of his wife.  It was suggested that perhaps a table could be created line the ones we have in the other rooms, but sized to fit in the entry way.  Nancy will check with the prison or Lyndon Furniture that created the tables we currently have, to see if they could produce one for the entryway.  Nancy also spoke about the need to find someone to help re-finish some of the furnishings.  It was suggested that Virginia call Tom Bosiak to see if he could help with this.

Old Business:  Nancy reported that she is still working on the project, screen and blue ray dvd player purchase.  The cost to do the whole system through CCS would be approx. $7,500 and this would include all fixtures, shipping and installation.

New Business:  There was discussion on the library Trustee positions and it was agreed to keep the same positions.  Bob as Chair, Virginia as Secretary and Carole as Treasurer for the upcoming year and Celeste to continue as our alternate trustee.  Trustees reviewed the policies and found them to be pertinent and up to date.  Celeste spoke about the need to do something with our old library building.  It was discussed to look seriously at having the old building moved to the current library site.

Next meeting scheduled for:  April 4, 2016 @ 6:30pm.

* Rescheduled to April 11, 2016 @ 6:30pm.

Submitted:    Virginia J. Drew

Trustee Meeting Minutes-February 1, 2016

Library Trustee Meeting February 1, 2016

Attendees: Robert Paine, Nancy Claris, Carole Brown, Celeste Decker, Virginia Drew

Secretary’s Report:  After reviewing the January 2016 minutes, a small change was made to the last paragraph changing wording from “retiring” to ‘out on medical leave. Bob motioned to accept the amended minutes and Carole seconded.  All in favor.

Treasurer’s Report:  Trustees            reviewed and discussed the treasurer’s report provided by Dodie Duclos.  The 2015 appropriations budget which will be published in the Town Report was also reviewed.  Bob noted that $5,613 will be returned to the town.  Trustees signed the letter of agreement for the 2016 Board of Selectmen regarding the payroll and budget process for the upcoming year.

Old Business:  Bob will be calling Advanced Paving the regarding the parking lot expansion.  He is also hoping to contact Hugh Curley and Keith Cota to meet with him and the paving company.

New Business:  Nancy provided the employee contracts with the disclaimer that if the town doesn’t approve the budget, the raises will not be valid.  There was discussion regarding the preparation for the Deliberative session.  Trustees also spoke about going forward with the painting maintenance that was identified at previous meetings.  It is hoped that if funds are available we will move on having the children’s arts area painting.  It is important to try to keep up with maintaining our rooms in the building.

Nancy noted that the Friends of the Library would like to cover expenses to refinish some of the furniture such as tables and chairs.

Bob noted that there will be the Annual Library Trustees Association conference on May 23 at the Grappone Conference Center in Concord.  Trustees all expressed the hope to attend as it proved to be very beneficial in the past.

Next meeting scheduled for:  March 7, 2016 @ 6:30pm.

Submitted:    Virginia J. Drew

Trustee Meeting Minutes – January 4, 2016

Library Trustee Meeting January 4, 2016

Attendees: Robert Paine, Nancy Claris, Carole Brown, Virginia Drew

Secretary’s Report: After reviewing the December 2015 minutes Bob motioned to accept the minutes and Carole seconded. All in favor.

Treasurer’s Report: Trustees reviewed and discussed the budget presentation with the MBC. It was noted that once again it appears to be a difficult budget year. There was a lot of discussion on what could be cut from our current 2016 budget. After being told that we overestimated on some of utilities, Nancy went through all the bills for utilities to see our current expenses. Also it was noted that we would actually have to increase our budget for town water as the Water Commission has approved an increase for maintenance of the tank. We increased the water line by $48. Bob and Virginia looked for areas to make some cuts per the concerns from the MBC. One area that we felt fairly comfortable to cut would be the fuel line. We agreed to cut the fuel by $1,500 and electricity by $2,000. Also we agreed to cut supplies by $1,000. Virginia made a motion that we approve the $4,500 cuts to our budget as discussed. Bob seconded and all in favor. There was further discussion regarding winter maintenance as we can never know exactly what will be needed. Also there is difficulty in finding someone to do the shoveling during snow storms. Nancy has asked Dennis O’Brien to shovel both libraries and noted that he did a good job on the first snow storm. We hope that he will continue to handle this small job for the library.

Due to our small staff it is often difficult for the staff to use their vacation time and this past year was more difficult with a staff member retiring. Virginia made a motion to allow 30.5 hours of vacation time for Nancy Claris and 35 hours of vacation time for Vicki Benner to carry over to the next year. Carole seconded and all were in favor.

Employee contracts will be taken up at our next meeting.

Next meeting scheduled for: February 1, 2016 @ 6:30pm.

Submitted:   Virginia J. Drew